Traders Terms and Conditions

These are the Terms and Conditions / Booking Conditions that traders should adhere to:

A. GENERAL
1. Opening Days
You must trade on all the days you have booked.

2. Opening and Closing Times
Trading may take place from 8am on each day. No trading can take place after 9pm

York Chocolate Festival (Easter) – Trading hours publicised are 10am to 5pm
York Food Festival (September) – Trading hours publicised are 10am to 5pm or 11am to 7pm (dependent on which area)

3. Clearance Period
On your final day of trading you must pack down and vacate your pitch that evening.
If circumstances cause pack down to be delayed the festival team must be contacted to discuss.

4. Servicing
Vehicles should be removed immediately upon loading or unloading.

The City Centre is pedestrianised between 10.30am to 5pm on ALL days
During these times there should be no market vehicles in the area. Any “topping up” therefore, if required, must take place outside these times.

5. Vehicle movement

For contractors and traders setting up with trailers / large scale heavy equipment
1. All vehicles must report to the event team for briefing on arrival.
Any movement from the public highway on to the festival site must be under the guidance of the event team.
2. All vehicles must arrive at the site within the designated times allocated by the event team.
3. All vehicles must enter and depart the site by identified routes.
4. Vehicles must not exceed 5 mph on site and loading areas, and must not reverse unless supervised.
5. No vehicles will be allowed access to the site or to move on the site once the event has opened for public admission, and may only be moved under the guidance of site control.

For traders stocking / restocking stands
Vehicle access to the festival site will be prohibited. All vehicles should park on the public highway and stock should be carried to the stand. Traders are advised to come with appropriate staffing levels and/or equipment such as trolleys to help with the movement of stock.

6. Encroachment / Storage
Building out beyond the limitations of the allocated stall area will not be permitted.

7. Cancellation Policy for Market space Reservations of market stands will lapse if payment is missed, 100% of the fee is required before any stand space is confirmed.
100% refunds if cancelled 4 weeks prior to opening day of event
50% if cancelled 3 weeks prior to opening day of event
No later refunds.

8. Event cancellation due to force majeure

Neither party shall be in breach of these Terms if it is prevented from or delayed in performing its obligations under these Terms by acts, events, omissions or accidents beyond its reasonable control (‘Force Majeure’).

Circumstances covered by Force Majeure, include but are not limited to war, earthquake, typhoon, adverse weather, strike, fires, floods, terrorism, pandemics, acts of god and any natural disaster, (this includes instructions from statutory authorities, City of York Council and Make It York – to cancel the event in as a precautionary measure); the Festival reserves the right to cancel the Event with immediate effect.

In such circumstances, the Festival shall be entitled to pay any Event costs that cannot be refunded, cancelled or otherwise avoided from the fees paid by Stand holders. The fees paid by Stand holders would then be refunded by the Festival less the unavoidable Event costs (these included the Festival’s payroll costs related to the organisation of the Event) that have been paid by the Festival. The balance would be divided pro rata (in terms of the original fees) between all Stand holders. Stand holders will be responsible for any cancellation charges on travel, accommodation and any other costs that you may incur in respect of such cancellation.

B. STALL HOLDERS Each Stallholder shall:
1. Indemnity / Insurance
Be in possession of Third Party Public Liability Insurance in the sum of £5 million and indemnify the City of York Council, Make It York and York Food Festival against any claims whatsoever as may arise as a result of using the stall.

2. Paperwork
All stall holders are required to fill out a document submission form regarding food hygiene, health & safety, sale of alcohol etc. The online form url will be sent to traders when an approved application has been confirmed.

3. Alcohol sellers are asked to ascent to the following alcohol indemnity statement 

4. Sub-Letting
Ensure that no assignment or sub-letting of the stalls occurs.

5. Good Order
Be solely responsible for keeping and maintaining proper order on the stall.

6. Nuisance etc.
Ensure that nothing shall be done to cause nuisance or annoyance to members of the public, the Council’s representatives or other traders, or to contravene any statute, by-law or regulation of the Council.

7. Litter
Ensure that no litter is unnecessarily deposited and take all reasonable steps to prevent the deposit of such. Upon cessation of the Market remove any litter or rubbish from the stall area and leave it in a clean and tidy condition..

8. Electrical Equipment
Ensure all electrical equipment is either still under warranty or has been PAT tested and has the correct documentary evidence.

9. Management
Comply immediately with such requests by the Event Manager, City Centre Manager, any authorised officer of the City of York Council, Make It York or Food Festival as may be necessary for the good management of the Market.